Alaska Permitting and Tribal Consultation

Researchers are responsible for identifying and securing all permits for their work. The Alaska Lands Viewer is a resource for researchers and science planners that aids in identifying the jurisdiction of proposed research activities by location to obtain a list of contacts for permitting and tribal consultation.

Greenland Permitting

Researchers are responsible for identifying and securing all permits for their work, including expedition permits and permits to transport or carry firearms. This guide walks researchers through many of the requirements, points of contact and timeline for permitting. Expedition permit applications need to include a description of the logistics support (e.g., fuel caches, boardwalks, construction and installations) coordinated by Battelle ARO, your institution or other partners. Describe the planned activities in the application and review the application form with the Battelle ARO science project manager (if receiving support from Battelle ARO) prior to submission. Permit applications should be initiated as early as possible, and no later than three months prior to fieldwork. For questions regarding permit requirements, contact Government of Greenland directly at ekspeditioner@nanoq.gl.

Researchers planning work at NSF Summit Station should consult their Battelle ARO project manager for more information.

Requests for Changes or Additional Logistics Support from Battelle ARO

The RSL budget is highly constrained. Requests for additional field support or changes in the logistics scope or logistics budget from the original proposal require NSF review and most will be declined.

Specific details about your field team and travel dates should be identified as early as possible and no later than this timeline due to vendor shortages and other factors that can impact fieldwork:

Battelle ARO staff are dedicated to implementing the approved planned research support. Good communication with your Battelle ARO project manager and early planning will help make your project successful.

Air Charters

Battelle ARO must send air charter requirements out for competitive bid. NSF reviews all Battelle ARO air charter subcontracts prior to award. To allow time for this process and to get on the vendor’s schedule, submit your detailed air charter requirements to your Battelle ARO project manager no later than 10 weeks prior to deployment. The Battelle ARO project manager may communicate an earlier deadline to researchers based on location, vendor availability or other support factors. Necessary details include locations/coordinates, schedule, cargo/passenger requirements and special needs (e.g., sling loads, special door size, specific aircraft or mounting instrumentation). Researchers can coordinate their specific activities with the aircraft vendor within the scope of the air contract but need to coordinate with their Battelle ARO project manager if requests are outside of the air contract scope.

Field Support Staffing

Battelle ARO is dedicated to supporting research teams and responding to field emergencies. At the same time, non-emergency and planning communications should take place during regular business hours Monday through Friday, or at scheduled project check-ins. The 24/7 phone lines provided in the Season Plan document should only be used in an emergency or otherwise urgent situation, not for the convenience of making changes to existing plans. Staffing at some field locations has been reduced, including Utqiaġvik, and researchers should only expect staff to respond to requests Monday through Friday during regular business hours unless arrangements are made ahead of time.  

Safety Training and Support Staff at Camps

Field safety training is available to each project through Battelle ARO. Individuals can join existing courses and field teams are encouraged to take training as a team to enhance team performance in the field. NSF scrutinizes requests to have camp managers or cooks and rarely approves camp staff. Projects should plan appropriate training and mentoring of their field team members as part of their education in fieldwork.

Firearms

With the risk of encountering bears and other wildlife in remote locations, firearms are often a necessary mitigation tool for program participants in the Arctic. Researchers are responsible for ensuring that institutional policies regarding firearms are followed for situations that warrant possession or access to a firearm in the field. Science teams conducting fieldwork in the Northeast Greenland National Park are required to bring firearms as a condition of the Government of Greenland expedition permit. Firearms may be advisable for other locations in the Arctic. Research groups should consult with their own risk management office to determine if a firearm is needed. The Battelle ARO Health, Safety and Environment team can advise on wildlife risk in the areas in which researchers will be deployed, but the ultimate decision to bring a firearm into the field in locations where it is not required as part of permitting is that of the awardee institution. Teams bringing firearms to Greenland should coordinate logistics to transport firearms and ammunition with Battelle ARO or other cognizant organizations far in advance and in accordance with applicable guidelines and Transportation Security Administration regulations.

NSF requires that all program participants, including direct bill and interagency project personnel who take firearms into the field, or may have to use a firearm in the field, complete a firearms safety training class provided by a qualified, recognized organization. Firearm training specific to bear safety is preferred. Firearms shall remain in locked storage separate from ammunition when not in use for protection against wildlife.

American Drone Security Act of 2023

The American Drone Security Act of 2023 prohibits the use of NSF funds on or after December 22, 2025, to procure unmanned aircraft systems, i.e., drones, that are manufactured or assembled by a foreign entity. This includes the operation in the field by research partners or foreign entities. Researchers are responsible for ensuring they have the appropriate permits and permissions to fly drones and that they are using appropriate drones.

Grantee Risk Management and Emergency Response

Awardees and their institutions are responsible for the safety of project participants during fieldwork. In the event of an emergency during fieldwork, the awardee should alert their institution’s risk management office and their Battelle ARO emergency contact. Each emergency is different, and Battelle ARO and NSF will provide expertise as needed if the institution is not well positioned to respond to the situation. The institution will be held responsible for all costs associated with search and rescue or emergency medical evacuations, but in real time, if necessary, Battelle ARO and NSF will work to ensure a swift and efficient emergency response. PIs should work with their institutional risk management and health and safety representatives to develop an emergency response plan that addresses all science team participants and institutions and integrate this into the Season Plan for their fieldwork that is prepared by Battelle ARO. Researchers may reach out to the NSF field safety manager to coordinate with institutional risk management offices (opp-safety@nsf.gov).

Projects should utilize the risk management services provided by NSF through the Battelle ARO contract. Science teams should consult their Battelle ARO project manager regarding these and other resources for risk management.

Occupational Health Incidents and Near Misses

NSF tracks occupational incidents and near misses such as slips, trips and falls in the program to prevent future occurrences and flag systemic risks. Please communicate incidents and near misses through the Battelle Arctic Gateway to ensure NSF is aware of issues and can work to resolve them, even if your project is not supported by Battelle ARO. Anonymized information about past incidents and near misses is available for research teams to learn from to avoid similar issues while planning and carrying out their fieldwork. NSF appreciates researchers coming forward to make contributions to this database to characterize risks and help prevent future occurrences.

Cognizant RSL Program Officer:

To reach a cognizant RSL Program Officer, send an email to rsl@nsf.gov.